Once your hiring plan (採用計画) is in place and the profile and responsibilities for the role have been defined, you are ready to move on to the recruitment step. The first thing to understand here is that "where the candidate currently is" fundamentally determines what status of residence (在留資格) procedures will be required and how long they will take.
There are broadly two routes to hiring foreign nationals. The first is hiring someone who is already residing in Japan; the second is sponsoring someone from overseas. The type of application required and the time it will take differ significantly between the two. Understanding this distinction before you begin recruitment is essential for building a realistic hiring schedule.
This step corresponds to STEP 2 of the overall foreign national hiring process. For an overview of the full process, please see How to Hire Foreign Nationals in Japan.
The Two Routes — Procedures and Lead Times
The two routes in foreign national hiring can be summarised as follows.
Route 1: Domestic hiring (candidate already in Japan) This covers candidates who are already residing in Japan under some form of status of residence. If their current status already permits employment, the hiring process can generally proceed relatively smoothly — the employer may also submit a Certificate of Authorized Employment (就労資格証明書) application as a precaution. If the candidate holds a status that does not permit employment (such as Student or Dependent), an application to change status of residence (在留資格変更許可申請) will be required. The standard processing period for a change application is approximately one to two months.
Route 2: Overseas hiring (sponsoring from abroad) This covers candidates currently outside Japan. The hiring organisation or an authorised representative files an application for a Certificate of Eligibility (COE) (在留資格認定証明書) with the relevant regional immigration bureau in Japan. Once the certificate is issued, the candidate obtains a visa at the Japanese embassy or consulate in their home country and then travels to Japan. The standard processing period for a COE is approximately one to three months; with the subsequent time needed for visa acquisition and travel preparation, the overall lead time tends to be longer than for domestic hiring.
When drawing up a hiring plan, it is important to design your schedule with this difference in lead times in mind.
Procedures for Domestic Hiring — The Change of Status Application
When hiring a foreign national already residing in Japan, the first step is to confirm whether the candidate's current status of residence permits employment. The residence card (在留カード) states whether there are any restrictions on employment; if the candidate holds a status that permits work — such as Permanent Resident, Long-Term Resident, or Spouse of Japanese National — there are no particular restrictions.
Where a candidate is residing under a status not primarily intended for employment — such as Student or Dependent — and is being hired as a full-time employee, an application to change status of residence will be required (Immigration Services Agency of Japan — Application to Change Status of Residence). Whether the change is approved depends on whether the planned duties correspond to the requirements of the status being applied for. It is therefore advisable to verify the compatibility of the role and the relevant status of residence before making a formal offer.
Procedures for Overseas Hiring — Obtaining the Certificate of Eligibility
When sponsoring a foreign national from overseas, the starting point on the Japanese side is obtaining a Certificate of Eligibility (COE) (在留資格認定証明書) (Immigration Services Agency of Japan — Application for Certificate of Eligibility).
The application is filed with the regional immigration bureau that has jurisdiction over the candidate's intended place of work or the accepting (host) organisation's (受入れ機関) location — either by the organisation's own staff or by an authorised representative such as a registered administrative scrivener or lawyer. A key difference from domestic hiring is that this application can proceed even while the candidate is outside Japan.
Once the certificate is issued, the candidate obtains a visa at the Japanese embassy or consulate in their home country and travels to Japan. Upon entry, they are granted the status of residence stated on the certificate. The process from hiring decision to the candidate's first day of work can take three to four months, so early preparation of the application is important.
Choosing Your Recruitment Channel
The main channels available for recruiting foreign national talent are as follows.
- Company job listings and careers pages: Posting your vacancies in multiple languages on your own website or careers page allows you to reach candidates both in Japan and overseas. This approach is particularly effective when the skills and responsibilities required are clearly defined.
- Employee referral (referral hiring): Leveraging the networks of existing foreign national employees or bilingual staff to source candidates. This approach has the advantage of giving you a clearer picture of the candidate's character and fit before the hiring process begins.
- Recruitment agencies (employment placement businesses): Using a recruitment agency that specialises in foreign national talent. Some agencies handle both domestic and overseas placements. Note that operating a fee-charging employment placement business requires a licence from the Minister of Health, Labour and Welfare (厚生労働省) under the Employment Security Act. When engaging an agency, it is advisable to confirm that it holds such a licence.
The right channel will depend on the role you are hiring for, whether candidates are already in Japan, and the timeline available for the hire. Our office also offers consultations on foreign national recruitment services tailored to your circumstances.
Verifying Applicants' Status of Residence and Permission to Work
Once recruitment is under way, you may receive applications from individuals holding a range of statuses of residence. Before proceeding with selection, it is essential to confirm each applicant's current status of residence and whether they are permitted to work.
The key points to verify are as follows.
- Current type of status of residence: Which category of status of residence the applicant holds (as shown on the residence card).
- Period of stay: Whether the applicant's period of stay is still valid.
- Permission for activity outside status: Individuals residing under a status not intended for employment — such as Student or Dependent — are in principle not permitted to work. However, those who have obtained permission for activity outside status (資格外活動許可) from the Immigration Services Agency of Japan may engage in part-time work of up to 28 hours per week (up to 8 hours per day during long holiday periods). This permission is limited in scope and cannot be applied to full-time employment.
Verifying an applicant's status of residence early in the hiring process is important for preventing cases of illegal employment. For confirming the authenticity of residence cards, the Residence Card Number Validity Enquiry Service provided by the Immigration Services Agency of Japan (出入国在留管理庁) can also be used.
📋 If you are uncertain about verifying an applicant's status of residence
Whether an applicant's status of residence is compatible with the role you intend to hire for can be difficult to determine from the residence card alone. Please feel free to contact us for an initial consultation.
Closing
In the foreign national recruitment step, the single factor of "whether the candidate is in Japan or overseas" has a major bearing on the procedures and lead times that follow. Clarifying your route before recruitment begins, and starting preparations for the necessary applications early, are key to a successful hire.
The next step (STEP 3) will set out what to verify from a status of residence perspective during the selection and interview process. For the full hiring process, see How to Hire Foreign Nationals in Japan; for context on why foreign national hiring requires planning before the visa stage, see also Hiring Foreign Nationals Starts Before the Visa Application.
🧭 Considering hiring foreign national talent?
Our office supports the full process of foreign national hiring, from verifying status of residence to handling application procedures. Learn more about our foreign national recruitment services, or use our eligibility self-assessment tool.